CALIFORNIA
s u s tainabl e
w in e g ro w in g
allianc e
Benefiting the environment, the community and high quality grapes and wine
CHAPTER 6
It is important to create a workforce plan
and recruiting process
that ensures sufficiently
trained and motivated
employees are available
when needed.
Maintaining a Productive and Motivated
Workforce
T
he effective management of human resources can reduce risks and cut
costs. It benefits vineyard and winery operations through improved employee morale, attitudes, and productivity. This not only helps with retention
and recruiting, but can positively impact the economic bottom line and overall
sustainability of your business.
This chapter summarizes recommended practices for the optimal management
of human resources for vineyard operations. Practices are categorized by:
A) Workforce Planning & Recruiting, B) Employee Safety & Training, C)
Communication & Employee Relations, and D) Employee Reward Systems.
A. Workforce Planning & Recruiting
Most vineyard and winery operations in California have a combination of
full-time, part-time, and seasonal workers. It is important to create a workforce
plan and recruiting process that ensures sufficiently trained and motivated
employees are available when needed.
Workforce Planning
• After each harvest, develop a workforce plan for the next 12 months that
documents:
º Estimated number of acres to be managed
º Types of work to be performed, and the percentage of each that will be mechanized
º Number of full-time, part-time and seasonal workers needed
º Employees who may be retiring, leaving, or promoted
• Identify discrepancies between the number of workers needed and the
number available. Use this information as the basis for preparing an Annual Recruitment Plan (see below); moreover, consider developing a 5-year
Workforce Recruiting Strategic Plan.
December 2008
6-1
Box 6.1
Key Safety Issues to Address During Employee
Training
• Safe use and handling of pesticides
(and other chemicals) and pesticide notification procedures
• Availability and interpretation
of Materials Safety Data Sheets
(MSDSs)
• Prevention of heat stress
• Importance of personal hygiene
and daily changes into clean
clothing
• Hazardous materials handling
• Equipment operational and
confined space safety
• First aid
• Solid waste handling
• Avoiding dangerous snakes,
spiders, and related hazards in the
vineyard
Note: Providers of worker’s compensation insurance generally offer free or
low-cost safety training and audits.
Cost of Creating Workforce Management time
Plan
Benefits of Creating
Early identification of potential gaps in emWorkforce Plan
ployment and time to resolve
Resources
http://www.hhs.gov/ohr/workforce/wfpguide.
html
Recruiting Plan & Process
• Create a recruitment plan, as part of a broader workforce plan, that
includes the following:
º Identify your preferred recruitment method(s)
º Create an associated recruiting budget
º Develop provisions for emergency recruitment, e.g., unexpected employee turnover
º Identify individual(s) responsible for recruiting and ensure they are trained on legally mandated hiring practices
º Ensure that your recruiting process complies with state and federal requirements
Cost of Creating Recruitment Process
Management time plus recruitment costs
(actual costs are dependent upon recruiting process used, e.g., word of mouth is less
expensive than advertising)
Benefit of Creating Recruit- The development and implementation of
ment Process
a standardized recruiting process results in
saved time and avoids potential legal
problems
Resources
http://www.calbizcentral.com/HRC/News/
Articles/Hiring/Recruiting/Pages/Default.
aspx
B. Employee Safety & Training
Developing and applying effective safety and training programs can increase
employees’ morale, performance, and job satisfaction. Training can be done
in various formats and should include safety, orientation, professional, and
supervisory/management training. Certain safety policies and training are
legally mandated, and all businesses should be aware of and implement those
requirements.
Safety Planning
• Develop an Illness and Injury Prevention Plan (IIPP) that documents
steps to prevent workforce injury and illness. (The IIPP must be in writing for businesses with over 10 employees). For details, see http://www.dir.
ca.gov/dosh/dosh_publications/IIPP.html
• Identify and plan measures to prevent heat stress, explained in Box 6.1
• Develop a plan for emergencies, including fire, which should be documented in an Emergency Action Plan (EAP). For details, see http://www.
dir.ca.gov/Title8/3220.html
• Create a Hazard Communication (HAZCOM) program which identifies workplace hazards, including hazardous substances employees may
handle or be exposed to during work. Determine which substances require
employees to wear protective gear when handling; and specify postings,
training, and other methods to effectively communicate hazards
6-2
www.sustainablewinegrowing.org
• E
nsure that Materials Safety Data Sheets (MSDSs) are readily available
for hazardous chemicals or materials
• Conduct an ergonomics assessment for repetitive tasks and identify and
communicate safety standards for doing work without injury
Safety and Health Training and Monitoring
• Develop a safety training program that addresses IIPP, EAP, HAZCOM,
ergonomics, and heat stress prevention. Employees who handle dangerous substances, such as pesticides, or operate hazardous equipment should
receive additional training and be provided with necessary protective gear
(See Boxes 6.1 and 6.2)
• Develop methods for ongoing safety communication and document all
safety training; documentation should include employee signatures
• Implement a regular safety inspection process
• Consider adopting a safety bonus system to reward positive behavior
• Comply with Cal/OSHA reporting and documentation requirements,
including recording and reporting workplace injuries
• If there are Spanish speaking employees in your operation, translate safety
communications, documents, and training for Spanish-speaking employees
• Ensure all employees have access to worker’s compensation insurance
Orientation Training
• Schedule at least one hour with new employees during their first day of
work to review company history, policies and procedures, the employee
handbook, employee benefits, safety elements, employment forms, etc.
• Consider providing new employees with an orientation tour of company
facilities and operations
Training for Professional Skills and Management
• Complete a needs assessment to determine if employees require training
for professional skills, such as specific technical capacities, office/computer
or management skills
• Identify and develop methods for delivering necessary training, e.g., training manuals, self-study, CD-Rom, videotape, or hiring a consultant
• Document all training in employee records
• Evaluate how well the training was received
• Provide non-harassment training for employees in supervisory positions.
• Ensure that employees newly promoted to supervisory or management
positions undergo appropriate training in workforce management
• Consider establishing a mentoring or coaching system
Box 6.2
Protection from Heat
Stress
Symptoms of heat stress are
loss of coordination; increased
heart rate, body temperature and
irritability; fatigue; headache;
little desire to drink; fainting,
and possible death if not
removed from the situation
causing heat stress. Ways to
reduce the risk of heat stress are:
•Provide cool water in close
proximity of the workplace and
encourage workers to drink
often (1-2 quarts per hour)
•Provide rest breaks and access to shade when temperatures are above 100 degrees F,
humidity is unusually high, or
environmental conditions warrant concern
•Stay alert to early symptoms of
heat stress
•Train supervisors and first
aid workers to recognize heat
stress disorders
•Ensure proper provisions and
communication systems are
in place to contact medical
assistance to avoid unnecessary
delay of treatment
•Encourage workers to wear appropriate clothing (eg, cotton
garments) and to use sunscreen, hats, and sunglasses.
Source: Adapted from the Agricultural
Safety and Health Inspection Project, CA Department of Industrial
Relations, Division of Occupational
Safety and Health, Sacramento.
December 2008
6-3
Clear communication reduces risks and costs by
ensuring that employees
understand the policies
and procedures associated with operations.
Cost of Creating Safety &
Training Process
Consultant/trainer costs and costs associated
with materials, facilities, and employee salary/
benefits while away from the job. (Standard
trainer/consulting costs range from $125 to
$350 per hour; safety brochures, postings, and
material costs vary)
Benefit of Creating Safety
& Training Process
Employees gain skills to safely and efficiently
manage vineyard operations and personnel,
and the business is in compliance with federal
and state laws
Resources
http://www.calbizcentral.com/HRC/News/
Articles/HealthandSafety/Pages/HealthandSafety.aspx
http://www.fehc.ca.gov/act/harass.asp
C. Communication & Employee Relations
Clear communication reduces risks and costs by ensuring that employees understand the policies and procedures associated with operations. Furthermore,
clarity of communication improves employee relations by creating collective
understanding about company goals and work rules. Motivational activities
such as teambuilding, special events, and harvest or holiday parties also can
significantly enhance employee relations.
Effective Employee Communication & Positive Relations
• Document and communicate workplace policies and procedures in a
handout or Employee Manual and post the key policies, including the
Equal Employment Opportunity Statement (EEO), Unlawful Harassment
Policy, and the Workplace Conduct Statement
• Review company policies and procedures with employees during orientation or whenever a change in policy/procedure occurs
• Hold meetings to update employees on progress and issues within the
company and industry
• Consider developing an Open Door Policy so employees are encouraged to
talk to supervisors or managers about their concerns
6-4
www.sustainablewinegrowing.org
• Consider installing a mechanism for employees to anonymously make
suggestions
• Encourage teamwork and respect among all individuals
• Consider developing a Performance Management system so that each
employee meets with his or her supervisor at the beginning of the year to
set goals and evaluate performance
• Consider holding teambuilding and other events where employees are
recognized for their efforts and for being a valued member of the company
Costs of Implementing
Effective Employee Communication & Positive
Relations Processes
Benefits of Positive Communication & Employee
Relations
Resources
Costs associated with management time to
meet with employees, developing and updating the Employee Handbook and performance management system, and teambuilding
motivational events
More motivated and efficient workforce because they understand company policies and
procedures and feel valued by management,
i.e., less risk of employee dissatisfaction
http://www.keepem.com/doc_files/clc_articl_on_productivity.pdf
Recent research in the
US and Australia indicates that vineyard
and winery businesses
with established reward
systems have higher
profitability than those
that do not.
http://www.calbizcentral.com/HRC/News/
Articles/PerformanceandDiscipline/Pages/
Performance.aspx
D. Employee Reward Systems
Employee reward systems include both financial and non-financial rewards.
Financial rewards include salary increases, bonuses, and benefits. Non-financial rewards include positive feedback, a pleasant work environment, motivational supervisors, supportive co-workers, and the satisfaction of being valued.
Recent research in the US and Australia indicates that vineyard and winery
businesses with established reward systems have higher profitability than those
that do not (Thach and Kidwell, 2008).
Establishing Reward Systems
• Identify clear performance standards within the vineyard business for average, above average, and below average work
• Link financial rewards to average and above average performance
• Create a reward system for all jobs, although the specific percentages of
bonus and/or salary increase may vary by job type
º Make sure the reward system is fair, does not discriminate, and
complies with laws
º Analyze salary surveys to ensure employees are paid at market levels
º When establishing bonuses, consider what types are being offered by similar companies, e.g., bonuses for harvest, holidays, safety, or general performance
• Foster a work environment where positive feedback is encouraged for
outstanding work-related behavior or performance and which is conducive
to other non-financial rewards
December 2008
6-5
References and
Resources
Thach, L. & Kidwell, R. (2008)
Impact of HR Practices on Winery Performance: Comparison of
US and Australian Small Family
Wineries. In Press.
For details on developing an Illness and Injury Prevention Plan
(IIPP) see http://www.dir.ca.gov/
dosh/dosh_publications/IIPP.html
For details on developing an
Emergency Action Plan (EAP)
see http://www.dir.ca.gov/Title8/3220.html
6-6
Costs of Implementing a
Reward System
Costs include those for bonus or salary increases and for management time and possibly for consulting to setup reward system
Benefits of Reward System
More motivated and efficient workforce
because employees better understand performance goals and targets. Research shows
positive impact on company profitability
http://www.amazon.ca/1001-Ways-RewardEmployees-Revised/dp/0761136819
Resources
http://www.winebusiness.com/ReferenceLibrary/webarticle.cfm?dataId=17442
Impact of HR Practices on Winery Performance: Comparison of US and Australian
Small Family Wineries. Thach, L. & Kidwell,
R. 2008. In Press.
www.sustainablewinegrowing.org